Office Administrator

arrivia•Scottsdale, AZ

5d•Onsite

About The Position

arrivia is seeking an Office Administrator to keep its Scottsdale workplaces organized, welcoming, and running smoothly. This hands-on role combines office administration, facilities coordination, and employee support across the company’s headquarters and Riverwalk locations. The Office Administrator is a primary contact for everyday workplace needs and coordinates with employees, property management, vendors, and suppliers. Responsibilities include arranging repairs, managing office supplies and food orders, supporting workplace safety, office events, and facility projects, and following through on routine requests and unexpected issues. Facilities and vendor coordination are central to the position.

Requirements

At least 3 years of experience in workplace or office administration, or equivalent experience.
Hands-on experience coordinating facilities vendors, maintenance requests, and repairs through completion.
Working knowledge of facilities maintenance, workplace health and safety, office furniture, and building systems.
Helpful, service-oriented approach and ability to communicate professionally with employees, suppliers, and property management.
Strong organization, attention to detail, and follow-through.
Ability to work independently, resolve problems, and recognize when to escalate an issue.
Proficiency in Microsoft Office.
Sound judgment and ability to remain composed during urgent situations.
Ability to work onsite at both Scottsdale office locations.
Ability to move office supplies and equipment requiring up to 50 pounds of force occasionally, 20 pounds frequently, and 10 pounds constantly, with or without reasonable accommodation.

Responsibilities

Coordinate daily workplace needs across two Scottsdale locations, organizing requests, priorities, and follow-up.
Work with property management and internal teams to address building concerns and communicate updates.
Evaluate vendors, coordinate facilities contracts, arrange maintenance and repairs—including plumbing, sinks, restroom fixtures, and HVAC issues—and confirm work is completed.
Monitor HVAC, air filter, janitorial, pest control, and fire and life safety services.
Maintain office supply inventories, coordinate food and catering orders, and source goods and services within budget.
Coordinate incoming and outgoing deliveries so materials reach the appropriate people promptly.
Review workplace-related invoices, confirm goods or services were received, and act as the first-level financial approver.
Support facility improvements, office-based events, and other projects alongside local site leaders.
Coordinate workplace safety activities, including first aid and AED training, and help direct responses during emergencies.
Coordinate the TRIP Reduction Program to maintain compliance with Maricopa County requirements.